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Office and Human Resources Coordinator

2 months ago

Hong Kong, Central and Western District, Hong Kong SAR China Hill's Pet Nutrition Full time

Position Overview
This role is integral to the effective management of Hill's Hong Kong Office, encompassing a diverse array of services to ensure seamless operations. The individual will provide vital support to the General Manager while also coordinating and assisting with Human Resources functions, along with daily administrative tasks for the Hill's Asia team.

Key Responsibilities
1. Office Administration (40%)
• Facilitate travel arrangements including flights, accommodations, and visa processing.
• Oversee corporate credit card management and review travel and expense claims.
• Collaborate with mobile service providers for SIM card setups and billing.
• Maintain regional commercial and meeting schedules.
• Manage office supplies, employee lockers, courier services, and business card orders.
• Process and track office-related expenditures.
• Update contact and document storage lists.
• Handle invoice processing and purchase order requests related to office needs.
• Set up vendors as part of the master data process.
• Manage distributor damage claims and maintain filing for agreements.
• Coordinate security, health, and business continuity initiatives, including fire drills.

2. Event Coordination and Communication (20%)
• Assist in the planning and execution of organizational events and activities, such as annual parties and leadership reviews.
• Support engagement initiatives, including wellness programs and diversity efforts.
• Collaborate with marketing teams to organize commercial activities.
• Organize regional town halls and manage related communications.
• Prepare communication materials, including videos and emails for the region.

3. Human Resources Coordination (20%)
• Assist in the administration of employee benefits, including health insurance and provident funds.
• Support recruitment and onboarding processes, ensuring all necessary equipment and documentation are provided.
• Facilitate the exit process for departing employees.
• Coordinate training programs and workshops.

4. General Manager Support (15%)
• Provide executive assistance to the General Manager, including calendar management and document coordination for approvals.

5. Additional Responsibilities (5%)
• Ensure a tidy and productive office environment.
• Undertake ad-hoc duties or project involvement as assigned.

Qualifications
• A minimum of a Bachelor's Degree.
• At least 2-3 years of experience in office coordination or executive assistance, preferably in a multinational context.
• Experience in the FMCG sector is advantageous.
• Proficient in English, both written and spoken; knowledge of an additional Asian language is a plus.

Skills and Competencies
• Proficient in digital tools, particularly Google applications, with a willingness to learn internal systems.
• Strong communication and relationship-building skills, capable of engaging with various organizational levels.
• Initiative-driven with a focus on process improvement.
• High level of integrity and confidentiality.
• Proven ability to manage multiple priorities and stakeholders effectively.
• Commitment to continuous learning and development.
• Team-oriented with project management capabilities.

Travel Requirements
• Expected travel: Up to 5%.